T HE D OCUMENTATION T EAM School Year 2009- 2010 Cheer Negrillo CSO Executive Secretary

Jeanne Marie Vernice Castillo

Documentation Executive Team Head

Bien Ronald De Guzman

Karen Brigit Ong

Susie Mae Wong

Documentation Executive Team Assistant Heads

THE DOCUMENTATION TEAMSchool Year 2009- 2010

Cheer NegrilloCSO Executive Secretary

MMission ission

andand VVisionision

A service team of the Council of Student Organizations .

Committed in providing efficient and proper handling of all documents of organizations and the CSO.

Gives organized and prompt access to information through on-time and effective production and distribution of minutes of meetings.

Mission1: Mission1: TTo the Organization and o the Organization and CSOCSO

A team is committed to the development of :

Personality Work ethics Public relations

Mission1: Mission1: TTo the members of the o the members of the team:team:

A team composed of individuals that are committed to service.

Its members seek continuous development through evaluation and feedback from other organizations and Executive Board.

A team that provides skills and set benchmark for succeeding teams

VVisionision

Checking and compilation of post-activity requirements.

Producing Minutes of the Council and Exeteam Meetings.

Grant access to the CSO Library.

Team FunctionsTeam Functions

Executive Secretary

Cheer Negrillo

Executive Secretary

Cheer Negrillo

Team Head Vernice Castillo

Team Head Vernice Castillo

Assistant Team Head

Bien De Guzman

Assistant Team Head

Bien De Guzman

Assistant Team Head Susie Wong

Assistant Team Head Susie Wong

Assistant Team HeadKaren Ong

Assistant Team HeadKaren Ong

TTeam Structureeam Structure

All organizations undergo accreditation twice a year.

Documented activities are used in the evaluation of the organizations.

Activity that is not documented will not have a merit on the organization.

WWhy is the team important?hy is the team important?

Required Documents for SY 2006-2007 PRE-ACTIVITY REQUIREMENTS

ACTIVITY NATURE PD PPL PPR OTHER REQTS. POST-ACTIVITY REQUIREMENTS

(DOCU)

Academic Survey / Evaluation Sample Questionnaire Activity Report; Summary of Expenses;

Survey Results

Acquaintance Party x x General Requirements ADHOC-CSO (except LEAP and ARW) Activity Report; Summary of Expenses

Advocacy / Awareness / Publicity Campaigns

Activity Report; Summary of Expenses;

Sample poster/flyer

ARW General Requirements; Income

Statements with Receipts

Book Drive (collection only) List of books collected; Activity Report Book Lending General Requirements

Book Selling (non-profit) x x Mechanics of the

Activity

List of books available; Total # of Books Sold; Name of Books Sold; Activity

Report

Bulletin Board Activity Report; Summary of Expenses;

Pictures

Collection Through Boxes List of Things to be

Collected Activity Report

Competitions – Academic (Host Organization)

x x x General Requirements; Copy of

Questions; List of Participants and Winners; AMT Result

Competitions – Non-academic (Host Organization)

x x x Mechanics and

Criteria for Judging General Requirements; List of

Participants and Winners; AMT Result Concerts (all band members are DLSU

students) x x x General Requirements (Except GALS)

General Requirements: Pre-activity Requirements Generic Attendance Logsheet

List of Expenses Activity Report

Legend: PD = Program Design PPL = Project Plan PPR = Project Proposal

2008-2009

Documentation Manual

TThe he DDocumentation ocumentation PProcessrocess

Log activity in DALS Documents

are classifiedwhether

“For Filing” or

“Incomplete”

The Documentation Team checks

the requirements

Submit all post-activity

before due date;Log again in DALS

“For Filing” documents

Are compiled by org

secretaries

Incomplete documentshave until

5pm of the due

date for

completion

TThe Documentation Processhe Documentation Process

Documentation Manual

GGuidelines for the uidelines for the

DDocumentationsocumentations

Merits All early and complete documents Attendance in Secretaries’ meetings Consistent good performance of

Documentation. Demerits

Incomplete or wrong format Late documents

MMeritserits andand D Demitsemits

Not audited budget are considered incomplete.

Not approved a-forms will not be checked, but can be included in the binder , up to the discretion of the organization if it will be included in the binder.

RReminder:eminder:

Documentation Manual

MMinutes of the inutes of the

MMeetingeeting

CouncilCouncilMeetingMeeting

Organizational

Meeting

Executive Secretary

VP – Documentations/

Executive Secretary

President

VP – Documentations

List of MeetingsList of Meetings

Documentation Manual

GGuidelines for the uidelines for the

MMinutes of the inutes of the MMeetingeeting

All items should be in sentence form.

Include complete dates, venue and time of an activity.

If A-Form is not present, secretaries may not log the minutes in the DALS.

RReminderseminders

SubmissionSubmission

For Revision For Posting

Council meeting Wednesday of that week

Monday of the following week

Should keep track of the activities and documents of their respective organization.

Responsible for compiling their organization’s documents.

Take down minutes during Council meetings.

Evaluate the Documentations Team and attend Secretaries’ Meeting.

DDocumentations/ocumentations/OOrganizations rganizations

RRepresentativesepresentatives

Documentation Manual

TThe he CCSO SO LLibraryibrary

Fill up Borrowing Form

Submit Form to Any DOCU Head or

to Executive Secretary

Wait for the Attending officer

For the issuance of Documents (Sign in log book)

Return BorrowedDocuments on-time (Sign in Log Book

and Return slip)

C C SO SO LLibraryibrary

One (1) week for current documents. One (1) week for book-bound documents. A letter of request must be written and

submitted in case the requesting party is from other organization, a past officer of the organization, or an alumni.

The Executive secretary, any Documentations. Team representative or any APS officer may receive books upon return.

RRules for ules for BBorrowing orrowing DDocumentsocuments

Documentation Manual

SSecretaries’ ecretaries’ RResponsibilityesponsibility

Keeping track of the various activities and information circulating in their respective organizations

Compiling their organization’s documents

Assigned to take down minutes of Council Body Meetings

Evaluate Team’s performance

ResponsibilitiesResponsibilities

RREQUIREMENTS FOR EQUIREMENTS FOR OORG RG RREPSEPS

List of Documented Activities at the end of every term.

Contact Number – Name containing cellphone and email at the beginning of every term.to Bien De Guzman’s Pigeon Hole.

ORGANIZATION: _________________________________

EARLY LATE COMP. INC. RECEIVED BY:

TO BE FILLED BY DOCUMENTATIONS TEAM

** PLEASE LEAVE ONE SPACE AFTER EACH ENTRY

ACTIVITY TITLEACTIVITY NATURE

ACTIVITY DATE

Council of Student OrganizationsDe La Salle University

DOCUMENTATION ACTIVITY LOG SHEET

ACTIVITY DEADLINE

DATE SUBMITTED

TO : DOCUMENTATION TEAM THRU : Cheer Negrillo CSO Executive Secretary RE : LOSS OF A-FORM A-FORM

Office of Student Life De La Salle University

Requesting Organization: [ ] Title of Activity: [ ] Nature of Activity: [ ] Date: [ ] Time: [ ] Expected Number of Participants: [ ] Purpose of Activity: [ ] Name(s) of Speaker(s): (if any)

Speaker 1, title Speaker 2, title

____________________________ _____________________ <organization rep> Faculty Adviser (printed name of person reserving) (if off-campus) ***** Portion below NOT to be filled up by organization representatives ****** Action Take: Granted Denied Verified By: ____________________ Cheer Negrillo CSO Executive Secretary Date

<Name of Organization> Council of Student Organizations

De La Salle University

Minutes of the (organization/ ____ committee) meeting _____ Term Meeting no. _____ Date: Time: Venue: Attendance: Present

Name

Late

Name

Absent

Name

Agenda: I. A. B. II. A. B. III. Minutes of the meeting:

Minutes of the meeting: The opening prayer was led by (name), (position). I. A. 1. 2. B. 1. 2. 3. II. A. 1. a. b. 2. B. 1. 2. 3. III. The closing prayer was led by (name), (position).

Prepared by:

_________________ <Name>

<position>, <org name>

Noted by: _____________________ <Name of org secretary> <org name>

<ORG NAME>

Council of Student Organizations De La Salle University

SY 2007-2008

To: Hector Cahanding Executive Secretary Council of Student Organizations Fr: <name> President <Organization’s name> Re: Activity not present in GOSM Greetings in the name of St. La Salle!

<State the title of the activity, date, time and venue. State the reason why the activity was not

included in the GOSM. State also the reason why you wanted to have this activity.>

Org logo

Cheer Negrillo

009-2010

No. ___ of 1st term (To appear only on First page)

Council of Student Organizations De La Salle University

ACTIVITY REPORT

Title of Activity: Nature of Activity: Activity Date: Activity Venue: Activity Time: Actual Time Started: ENP: ANP: ENMP: ANMP: No. Of Officer(s)/ Member(s) Involved:

Name Position

Brief Description of the Activity:

(As will be appearing on A Form and PPF) Objectives of the Activity:

1. (objective) (Was it met? Why? How?)

2. [ ] 3. [ ] 4. [ ] 5. [ ] 6. [ ] 7. [ ]

SWOT Analysis:

Strengths:

Weaknesses:

Page ___ of ___

(appearing on all pages excluding page 1)

Opportunities:

Threats:

Recommendations/ Suggestions for Improvement: [ ]

Prepared by:

_______________________ <Name>

<position>, <org name> Noted by: ________________________ <name of org president> President, <org name>

Organization’s Name Council of Student Organizations

De La Salle University

List of ___ Term Documented Activities

Activity Title Activity Date Activity

Deadline Date Submitted

A. <Nature> 1. <Title> <chronological order> B. <Nature> 1. <Title> <chronological order> 2. <Title> <chronological order>

C. <Nature> 1. <Title> <chronological order>

D. <Nature> 1. <Title> <chronological order> 2. <Title> <chronological order>

Org Logo

Council of Student Organizations

CSO LIBRARY

REQUEST FORM NAME ORGANIZATION ID NUMBER LANDLINE CELL DATE BORROWED DUE DATE PURPOSE

INFORMATION REQUESTED Executive Board Others

Position School Year Please Specify

Executive Team Team School Year Borrower's Signature

UPON LOAN UPON RETURN

Organization Org

Name School Year

Atteding Officer's Signature

UPON LOAN UPON RETURN

AdHoc Activity

Activity School Year

PLEASE DO NOT FILL BEYOND THIS LINE DATE OF RETURN Comments

Documentation Manual

MMeans of eans of CCommunicationommunication

E-group: docu2k9 Bulletin board Message log book found at the

Documentation Team table.

CContact us ontact us ThroughThrough

OR TEXT US AT: OR TEXT US AT:

Jeanne Marie Vernice Castillo 09175510604 09227906370

Bien Ronald De Guzman 09228281932

Karen Brigit Ong 09063225537

Susie Mae Wong 09163333282

OOpen pen FForumorum

Thank You.